Substituting Another User in CORE While They're Away

  • Updated

Use this procedure to set up a substitution rule, which allows one user to impersonate another specified user and receive their system notifications for a set period. This is typically used when a staff member goes on leave.

Prerequisites

  • You must be an Admin user.

  • This feature is available in CORE Modules such as Procurement Planning, Advanced Evaluations, Contract Management, and Freedom of Information.

Steps

Set Up a User Substitution Rule

  1. From the Home screen or a CORE Module, click the cogwheel icon in the top-right corner to access the Control Panel.

  2. In the left-hand menu, navigate to Security > Substitutions.

  3. Click on Add to create a new substitution rule.

  4. Complete the fields:

    • Absent Person: The user that will be away.

    • Substitution: The user that will impersonate the absent user and receive their notifications.

    • Date From: The date the substitute user's access begins.

    • Date To: The date the substitute user's access ends.

    • Ignore normal role?: Select this to prevent the substitute user from acting as themselves (typically used in a chain of replacements).

    • Send Email to Substitute?: Select this to send an email to the substitute informing them of this authorisation.

  5. Click Add.

Edit a User Substitution Rule

From the Home screen or a CORE Module, click the cogwheel icon in the top-right corner to access the Control Panel. In the left-hand menu, navigate to Security > Substitutions.

  • To make adjustments to a substitution rule such as extending the "Date To", simple click on "Edit" to the right of the relevant substitution

  • Make your changes, and hit "Update"

Impersonating an absent person

  • Click the user icon in the top-right corner of your screen.

  • Click on Acting.

  • A list will populate showing all absent users you are a substitution for.

  • Select the user you wish to impersonate

Limits & Notes

  • All impersonations are fully auditable and can be tracked.

  • The Ignore normal role? option is used to allow a chain of replacements (e.g., where person B substitutes for A, and C substitutes for B).

Results / Validation

The new substitution rule will now appear in the list of substitutions.